What Proposales for Outlook does
Proposales for Outlook helps you work with inquiry emails directly from Outlook. From an open email, you can qualify the request, see related proposals, create a draft proposal, and insert a suggested reply.
Before you start
You need:
Access to Microsoft Outlook.
The Proposales Outlook add-in installed for your account or organization.
A Proposales account.
Access to at least one company in Proposales.
A Proposales API token.
If you do not have a Proposales API token, you can generate one in Proposales if your account has access. Otherwise, contact your Proposales administrator or Proposales support contact.
Find or generate your API token
Sign in to Proposales.
Open Settings.
Go to Profile.
Open the API Key section.
Click Generate if you do not already have an API token.
Click Regenerate if you need to replace an old token.
Click Copy to copy the token.
Return to Outlook and paste the token into the Proposales add-in Settings pane.
Keep your API token private. It gives access to Proposales through your user account, so do not share it in email, chat, or screenshots.
Open the add-in
Open Outlook.
Select an inquiry email.
In the Outlook ribbon, find the Proposales group.
Click Settings to set up the add-in.
If you do not see the Proposales group, the add-in may not be installed for your account. Contact your Microsoft 365 administrator or Proposales support contact.
Activate the add-in
Click Proposales, then Settings.
Paste your Proposales API token into the API Key field.
Click Save.
If your account has one company, it is selected automatically.
If your account has multiple companies, choose the default company and save again.
Optional: choose your preferred language and theme.
After activation, click Actions to open the main Proposales pane.
Choose a default company
The default company is used when creating proposals and connecting emails to Proposales records.
If you have one company, the add-in selects it automatically.
If you have multiple companies, choose the one you want to use by default.
You can update the default company later from Settings.
View proposals for an email
Open an email in Outlook.
Click Proposales, then Actions.
The pane shows proposals connected to the current email first.
Related proposal history for the sender may also appear.
Click a proposal tile to open it in Proposales.
Qualify an email
Open the Actions pane.
Click Qualify.
Wait for the result.
The qualification result can include:
A score from 1 to 5.
Extracted details such as dates, guest count, company, contact information, message, and event type.
Missing required details.
A suggested reply.
If the email has already been qualified on this device, the add-in may reuse the saved result.
Insert a suggested reply
After qualifying the email, review the suggested reply.
Edit the text if needed.
Click Reply.
Outlook opens a reply draft with the suggested reply inserted.
The add-in never sends the email automatically. You review and send the reply yourself in Outlook.
If required details are missing, the add-in may tag the email with Details requested.
Create a proposal
Open the Actions pane.
Click Create Proposal.
If the email has not been qualified yet, the add-in qualifies it first.
Select a template or start from scratch.
Wait for the proposal creation confirmation.
Click the proposal tile to open the draft in Proposales.
When possible, the proposal is linked back to the original inquiry. The email may also be tagged with Proposal created.
Use Quick actions
The ribbon includes Quick actions for faster workflows:
Qualify: qualifies the current email without opening the pane.
Create Proposal: qualifies the email if needed and creates a proposal using your saved company and template preference.
If Quick Create asks you to use the Actions pane first, open Actions, create one proposal, and choose a template. The add-in remembers that choice for future quick actions.
Sign out or reset local data
Use Settings > Sign out when you want to remove your Proposales add-in data from the current device.
This clears your API token, default company, cached qualification results, company cache, and saved template preference from this device.
This is especially useful on shared computers or shared mailbox workflows.
Troubleshooting
I do not see Proposales in Outlook: Ask your Microsoft 365 administrator or Proposales support contact to confirm the add-in is installed for your account.
The add-in asks for setup: Open Settings, paste a valid Proposales API token, and save.
The API key is invalid: Generate or request a new Proposales API token and save it again.
No company is selected: Open Settings and choose a default company.
Quick Create asks me to use Actions first: Create one proposal from the Actions pane and choose a template. The add-in will remember it.
Proposal creation works but is not connected to an inquiry: The selected company may not have the required inbox setup. The proposal can still be created, but the background inquiry link may be skipped.
I am on a shared computer and see the wrong setup: Open Settings and use Sign out, then activate the add-in with your own API token.